Purchasing Policy - Town of Innisfil

authorized employee of the Town, to a supplier/contractor/vendor, is a written or verbalacceptance of an offer received pursuant to this document;“Purchase Requisition” means a request for goods and/or services initiated by the user, forwhich budget approval has been granted and sent to Purchasing Staff for action. Requisitionsare required at a minimum to be numbered uniquely, contain a generic description of the itembeing ordered along with relevant specifications, the quantity, unit of measure, delivery datepreferred, ship to addressee, name of department, contact person, general ledger accountnumber and applicable authorized signatures;“Purchasing Staff” means the purchasing representative, working within the FinanceDepartment, who is responsible for the Town’s centralized purchasing function and is herebyauthorized to act as agent in all such matters pertaining thereto;"Request for Expression of Interest” (RFEOI) means a formal request which will be used todetermine the interest of the market place to provide goods or service(s) which the Town iscontemplating purchasing. RFEOI’s are optional and are not intended to result in the award of acontract. They are not a legally binding process;“Request for Information” (RFI) means a formal non-binding method whereby the Townstates its need for input from interested parties for an upcoming Call for Bid. A procurementpractice used to obtain comments, feedback or reactions from potentialsuppliers/contractors/vendors prior to the issuing of a Call for Bid. Generally price or cost is notrequired. Feedback may include best practices, industry standards, technology issues,etcetera;"Request for Pre-Qualification” (RFPQ) means a formal request issued by the Town’sPurchasing staff either directly to approved or sourced vendors(ex: respondents to an RFEOI),or may be publicly advertised, seeking specific details including vendors’ backgrounds,capabilities, experience, resources, references and their value added services offered related toa good, service or construction need to the Town. RFPQ’s are used to evaluate and pre-qualifythose who meet established criteria and seek to establish one or more qualified vendors.RFPQ’s are optional and are not intended to result in the award of a contract;"Request for Proposal” (RFP) means the formal document used to solicit proposals fromproponents to provide goods, services or construction to the Town, where it is not practicaland/or possible to prepare precise specifications, or where “alternatives” to detailedspecifications will be considered, which may be subject to further negotiation. This processallows vendors to propose solutions to arrive at the end product, and allows for evaluation oncriteria other than price. An RFP may include provision for negotiation and may be a single stepor two step process;“Request for Quotation” (RFQ) means a formal request for quotations for the provision ofgoods, service(s) or construction to the Town based on defined requirements and the documentis used as per the thresholds stated within this policy;“Request for Tender” (RFT) means a formal request for tenders for the provision of goods,service(s) or construction to the Town based on defined requirements and the document is usedas per the thresholds stated within this policy;"Single Source" means the procurement decision whereby purchases for goods, service(s) orconstruction are directed to one source, where other sources may be available;“Sole Source” means there is only one source of supply that meets the requirements of theTown;“Submission Review Committee” means a committee constituted to review Bid irregularitiesas required;“Tender” means a submission received in response to a request for tenders RFT;THE CORPORATION OF THE TOWN OF INNISFIL Page 9 of 28POLICY CP.19-07-05